Confused about where to look for guidance on adopting industry technologies? What about creating a framework for new technical products and services? I was, too, at first. Being new to this industry has a perk: everyone I talk to is a living roadmap, and each conversation opens another door I didn’t know existed. 

For school transportation leaders, this isn’t just an interesting thread to pull. A new tech or product decision can impact safety, sustainability targets, budgets, and driver retention (to name just a few). What I mean to say is, the stakes are real, and the noise is loud. 

And it turns out this isn’t a new problem. The industry saw it coming a decade ago. 

Back in 2015, the 16th annual National Congress on School Transportation (NCST) identified a need for school transportation operations to have best practices and procedures available to guide, evaluate, and implement emerging technologies that may be new to their operations. 

In doing so, Chris Ellison, NCST committee chair and director of transportation and fleet services for Reynolds School District in Oregon, helped form a new section and committee for “New and Emerging Technologies.” 

“My goal was to form a diverse, comprehensive committee that included stakeholders in student transportation operations,” Ellison said. Think transportation directors, transportation consultants, state education leaders, state association leaders, and vendors of various school bus technologies. 

New NCST Section Lays Out the Process That Works 

A section penned by the new committee debuted in the National School Transportation Specifications and Procedures (NSTSP) manual, adopted by the 17th annual NCST in early 2025, detailing recommendations for project planning and management for new technologies. 

“It wasn't always fast, but it was thorough, and that's exactly what this topic deserves,” Kim Martin, an industry engagement consultant at Tyler Technologies, said in reference to the section’s development. 

“We all recognized the importance of process and felt like the most beneficial information is to help folks understand that whether you are looking at routing, cameras, GPS, or lighting, process is key,” said Derek Graham, committee member and an industry consultant at Education Logistics. 

The guidance lays out a clear, phased approach districts can use to evaluate, procure, and implement technology in a way that supports safety and long-term success.  

If you’re in this with me, let’s break it down into some actionable tips. 

If you’re not, Marisa Weisinger, NCST committee vice chair and executive director of the Texas Association for Pupil Transportation, advises keeping the NSTSP document on hand and reviewing it often with department staff and leadership. 

How to Choose and Use the Right Tech 

Multiple interviewees had a resounding agreement: clear guidance was needed to help operations make informed decisions while maintaining flexibility. 

“Our goal as a committee was not to prescribe specific tools or platforms, but to provide a framework for understanding and evaluating new technologies through the lens of student safety, operational efficiencies, and data integrity,” Martin said.  

“New” technology can look different across districts depending on size, funding, and readiness. The tips outlined below focus on principles and considerations that any operation, at any level, can apply when assessing tech solutions. 

1. Identify Needs and Objectives 

Define the specific problem the technology should solve and the results you want for your district. Check which systems it must connect to and confirm if integration is necessary. Gather input from key stakeholders and decide what requirements matter most, then identify who will potentially manage and maintain the technology. 

2. Research and Gather Information 

According to the NSTSP, “The process used for this phase will allow for an organization to determine the most appropriate methodology for pursuing the desired technology.” 

Learn what solutions exist through Requests for Information (RFIs), vendor demos, pilots, and peer site visits. Use conferences, webinars, and other districts’ experiences to compare options. Review state and federal rules early to avoid compliance issues, and, as always, consult state pupil transportation leaders when needed. 

3. Develop Evaluation Criteria 

Set clear criteria based on your needs and research. Include cost, usability, compatibility, timeline, and vendor support. Consider security, scalability, and total cost over time. Use these criteria consistently to compare options. 

“No matter what solution you're considering, take the time to ask questions, review guidance, and involve people who will use it every day,” Martin said. 

4. Procure the Technology 

Choose the right solicitation method, which could include a Request for Proposal (RFP) or a Request for Quote (RFQ), based on policy and contract size. Clearly state your requirements and how proposals will be scored. After reviewing submissions against your criteria and scheduling demonstrations, consider whether a pilot is feasible or appropriate as a next step. Negotiate terms before selecting a vendor.  

“Technology procurement can be difficult if you don’t ask the ‘what’ questions. What is the after-purchase, installation, and warranty support? What does product training look like? What does ongoing training look like (if available)? What about future improvements? How will that affect the current product? What is the lifecycle of this product?” Ellison said.  

The list goes on, but one of the most important questions to address is: What will this product do to support and improve student safety? 

5. Verify Supplier Fit 

Check vendor references and talk to existing customers. Review case studies to see how the tool performs in real settings and look for proven success with similar fleets. Use this to confirm reliability before committing. 

“By ‘casting a wider net,’ a district or bus operator may learn things that they may not otherwise know,” Graham said. “Buying from the first supplier they talked to at a trade show might provide a good understanding of how that product could help them solve a particular problem, but supplementing that information with more options could result in a better overall implementation.” 

6. Finalize Selection and Contract 

Bring together all findings from proposals, pricing, and references. Select the vendor that best fits your criteria and goals, and carefully finalize the contract terms. The NSTSP emphasizes ensuring all legal and compliance requirements are met.  

7. Plan Implementation 

Create a rollout plan with timelines, milestones, and assigned responsibilities. Build a communication plan, so staff know what to expect, and keep stakeholders involved to support adoption. Plan for a realistic transition time. 

8. Train and Support Users 

Provide training for everyone who will use or support the adopted technology. Set up a clear path for post-launch assistance, with simple guides and resources. Make support ongoing, not a one-time event. 

“[New technology] may require new district policies and procedures, buy-in, and support from the district,” Weisinger said. “Communication is key. If the new technology affects the community or is used by parents, ensure this is communicated effectively.”  

9. Monitor and Evaluate 

Here, it’s important to track performance against your original objectives. Collect user feedback to spot problems early, and adjust processes as needed to improve results. Re-evaluate regularly to confirm the technology is delivering value. 

10. Document and Update Guidance  

Record what you did and what you learned throughout the process! Turn those lessons into a guide for future tech decisions. Create a simple change-request process for updates and refresh standards as technology and district needs evolve. 

“You could have a strong model to show other student transportation operations your new technology and be a potential ‘gold standard’ for both vendors and your state’s department of education,” Ellison said. 

What Can Go Wrong? 

While nothing is foolproof, interviewees agree that following a good process lets you check more boxes along the way, dramatically increasing your chance for success.  

“Without that process, the operations team may not consider everything that is relevant for a successful implementation of technology,” Graham said. 

According to Weisinger, never make unilateral decisions. “District policies and procedures must be followed and supported by all parties. A good idea can get shot down quickly if processes are not followed as required,” Weisinger said. 

There’s an even bigger kicker. Without a proper evaluation, your district could spend taxpayer funds on technology or equipment you can’t legally use, and now you’re stuck with it. Ellison emphasized that as a school transportation leader, if all processes are followed, you set your operation up to be “bulletproof.” 

“The right process turns innovation into impact,” Martin said. When a strong process isn’t followed, it can also lead to solutions that don’t fit day-to-day realities, training that falls short, data that doesn’t line up, and “suddenly the technology that was meant to simplify things starts creating more frustration than it solves.” 

Taking the time to plan, involve your team, and evaluate through the lens of safety and practicality changes everything, leading to fewer surprises on the road. “The technology becomes a partner instead of a burden,” Martin said. 

Why Diverse Input Leads to Smarter Tech Decisions 

What makes these recommendations especially valuable to the industry is that they reflect input from a diverse committee representing multiple perspectives. According to Ellison, this included “What is desired (directors), what is available (vendors), what makes financial sense/return on investment (consultants), and what is allowed (state).” 

“You may go through the entire evaluation and procurement process, only to find out the technology you desired and selected is not approved by your state to install on your vehicle (such as stop arm cameras),” Ellison said. 

Weisinger added that implementation, not just selection, is where many districts may run into trouble. 

“Sadly, we see districts purchase various software products with great goals in mind, but fail when it comes to getting the program off the ground and implemented. Be sure to discuss and include training options. We also see what can happen when districts fail to keep up with updates and maintenance requirements, or if there is a change in leadership,” Weisinger said. 

While it may feel like an extra set of steps to follow, like involving multiple departments and stakeholders early in the process, the committee says this collaboration prevents costly setbacks down the road. 

“It's not about slowing things down,” Martin said. “It's about setting your district up for long-term success.”